A brief introduction on various concepts of Project Cost, covering various types of Project Costs, Processes to be followed for developing project budget, project budget components, contingency and management reserves, earned value management

1. Project Cost Management
Apr 02, 2018

2. Project Cost Management

3. Types of Cost
▪ Direct Cost- Any cost that is identified specifically with a particular final
cost objective.
▪ Indirect Cost- Any cost not directly identified with a single, final cost
objective (more than one project)
▪ Fixed Cost - Periodic charge that does not vary with business volume
▪ Variable Cost - Cost that fluctuates based on the business volume
▪ Opportunity Cost: When there is a decision to be made between two
opportunities, the opportunity cost is the value / money forgone for the not
doing the project.

4. Types of Cost
• Lifecycle Costing: Takes into account cost of development of a project
and also the cost of supporting during the lifecycle.
• Sunk Cost - Cost already incurred which cannot be recovered regardless
of future events

5. Types of Cost
1. If you are constructing a road, the costs of excavators and bulldozers…?
2. Cost of Fuel, being used by equipment…?
3. Cost of Support Staff, providing services for project from Head office…?
4. Rent of Project Company Head office…?
5. Company has hired a freelancer to develop a website in .NET. After a month,
you decide that the freelancer isn’t doing a good job and reach out to another
freelancer. The second freelancer convinces you that .NET is not the way to go
and that your website project would be better off based on the Java platform.
The cost associated with the .NET freelancer would be treated as…?

6. Project Cost Management

7. Project Cost Management
Project Cost Management includes the processes involved in:
• estimating,
• budgeting, and
• controlling costs
so that the project can be completed within the approved budget
Process Process Group
Plan Cost Management Planning
Estimate Costs Planning
Determine Budget Planning
Control Costs Monitoring and Controlling

8. Plan Cost Management- Outputs
Cost Management Plan – is a component of the project management plan and
describes how the project costs will be planned, structured , and controlled. The cost
management plan can establish the following.
 Units of measure
 Level of precision
 Level of accuracy
 Control threshold
 Rules of performance measurement

9. Estimate Cost
Estimate cost is the process of developing an approximation of the
monetary resources needed to complete project activities.
The key benefit of this process is that it determines the amount of
cost required to complete project work.

10. Estimate Costs -Tools and Techniques

11. Estimate Costs -Tools and Techniques
Analogous Estimating

12. Estimate Costs -Tools and Techniques
Parametric estimating

13. Estimate Costs -Tools and Techniques
Analogous vs Parametric estimating
1. It costed $7,100 to develop a website a few months ago and you are responsible for
developing a new similar website, you estimate it to cost $7,100.
2. It took four days to excavate one acre of plant land last week and in order to excavate two
acres this week, it will take eight days.
3. Sue is currently estimating the cost of a deliverable based on a project with a similar
product 2 years ago. Sue puts down the estimate by copying directly from the actual cost
of the product found from project documents. Which estimation technique does Sue
make use of?

14. Estimate Costs -Tools and Techniques
• Three-point estimates concept originated with the program evaluation and
review technique (PERT). PERT uses three estimates to define an approximate
range for an activity’s cost:
• Beta Distribution
ESTIMATED COST = (Optimistic + 4*(Most Likely) + Pessimistic) / 6
• Bottom-up estimating produces a separate estimate for
each scheduled activity. The detailed cost is then
summarized or “rolled up” to higher levels for subsequent
reporting and tracking purposes. The cost and accuracy of
bottom-up cost estimating is typically influenced by the size
and complexity of the individual activity or work package.
Bottom up
estimating

15. Determine Budget
Determine Budget is the process of aggregating the estimated costs of
individual activities or work packages to establish an authorized cost
baseline.
This baseline includes all authorized budgets, but excludes
management reserves.

16. Determine Budget - Inputs
• Once the project has been divided into the WBS work packages, a code or
numbering system is assigned to every work package for cost monitoring, control,
reports, and forecasting purposes. These codes are usually called “Code of
accounts” or “Cost centers”
• Cost Aggregation involves aggregating the costs of individual activities to
work packages that are further aggregated to higher levels of WBS and finally
into the project cost
• Reserve Analysis include contingency reserve and management reserves for the
project. Contingency reserves are allowances for response plan strategized for the
identified risks. These are also known as “known unknowns”. Management
reserves are allowance for unplanned changes to thee project scope and cost. The
are also known as “unknown unknowns”. Reserves are not the part of the project
cost baseline.

17. Determine Budget – Tools and Techniques
• Budget within the cost baseline that is allocated for
identified & accepted risks
• Viewed to address the “known-unknowns”
• Provide for a specific activity/ whole project, or both
• Percentage of the estimated cost, a fixed number, or
may be developed by using quantitative analysis
methods
• As more precise information about the project becomes
available, the contingency reserve may be used,
reduced, or eliminated
• Contingency should be clearly identified in cost
documentation
• Contingency reserves are part of the cost baseline and
the overall funding requirements for the project
• Amount of the project budget withheld for
management control purposes and are reserved for
unforeseen work that is within scope of the project
• To address the “unknown unknowns” that can affect a
project
• Not included in the cost baseline but is part of the
overall project budget and funding requirements
• When an amount of management reserves is used to
fund unforeseen work, the amount of management
reserve used is added to the cost baseline, thus
requiring an approved change to the cost baseline

18. Project Budget Components

19. Project Budget Components

20. Determine Budget – Outputs
Cost performance baseline is an authorized time-phased budget at completion
(BAC) used to measure, monitor, and control overall cost performance on the project.
It is developed as a summation of the approved budgets by time period and is
typically displayed in the form of an S-curve, as is illustrated in Figure below:
Reference PMBOK 5th Edition

21. Determine Budget – Outputs
Reference PMBOK 5th Edition

22. Exercise: Determine Budget
Revise Tools to Determine Budget
Monika reads a newspaper article that says there has been sharp increase in steel
cost recently. She knows this was not in her contractor’s original plan and decidesto
put a few hundred dollars aside to deal with the price hike if it should happen. The
tool used by Monika is
• Parametric estimating
• Reserve analysis
• Cost aggregation
• Fund Limit Reconciliation

23. Control Costs
Control Costs is the process of monitoring the status of the project
to update the project budget and managing changes to the cost
baseline.

24. Control Costs – Tools and Techniques
Earned value management is used to measure the performance of the project, It
integrates project scope, cost and schedule measures to help the project management
team assess and measure project performance and progress.
1. Planned Value (PV) is the authorized budget assigned to the scheduled work to
be accomplished for a schedule activity or work breakdown structure component.
2. Earned Value (EV) is the value of work performed expressed in terms of
the approved budget assigned to that work for a schedule activity or a WBS
component.
3. Actual Cost (AC) is the total cost actually incurred and recorded in
accomplishing work performed for an activity or work breakdown structure
component.

25. Control Costs – Tools and Techniques
• Variance Analysis helps in analyzing the performance of the project vis-à-vis
cost and schedule baselines
• Schedule Variance (SV) is a measure of schedule performance on a project. It
is equal to the earned value (EV) minus the planned value (PV). SV= EV-PV.
• Cost variance (CV) is a measure of cost performance on a project. It is
equal to the earned value (EV) minus the actual costs (AC). CV = EV-AC
• Schedule performance Index (SPI) in addition to project status is used to
predict the completion date. SPI = EV/PV
• Cost Performance Index (CPI) measures the cost efficiency for the work
completed, it is the ration of EV to AC. CPI = EV/AC.

26. Control Costs – Tools and Techniques
Forecasting Techniques are used to calculate Estimate at completion (EAC) and
Estimate to complete (ETC).
EAC = AC + ETC
To-complete performance index (TCPI) is the calculated projection of cost
performance that must be achieved on the remaining work to meet a specified
management goal, such as the BAC or the EAC.
Performance reviews involves following three types of analysis
1.Variance Analysis compares actual project performance to planned or expected
performance. Cost and schedule variances are the most frequently analyzed.
2.Trend Analysis examines project performance over time to determine if
performance is improving or deteriorating.
3.Earned value management compares the baseline plan to actual schedule and
cost performance.

27. Control Costs – Outputs
• Work Performance Information includes the calculated CV, SV, CPI, and
SPI values for WBS components, in particular the work packages.
• Cost Forecasts includes a calculated EAC value or a bottom-up EAC value.
• Organizational Process Assets Updates include Causes of variances, Corrective
action chosen and the reasons, and Other types of lessons learned from project
cost control.
• Change Requests include change request to the cost performance baseline or
other components of the project management plan. Change requests can include
preventive or corrective actions and are processed for review and disposition
through the Perform Integrated Change Control process

29. Exercise : EVM
Your current project is an $800,000 software development effort, with two
teams of programmers that will work for six months, at a total of 10,000
hours.
According to the project schedule your team should be done with 38% of the
work. You find that the project is currently 40% complete. You have spent 50%
of the budget so far.
Calculate the following
1. BAC
2. EV, PV
3. SV, CV
4. SPI, CPI